Going Nearly PaperlessGoing Nearly Paperless

Dick EastmanDick EastmanJanuary 28, 2017January 28, 2017

Today’s slides may be found at:Today’s slides may be found at:

http://www.eogn.com/handouts/paperlesshttp://www.eogn.com/handouts/paperless

Life without paper is great!Life without paper is great!

This presentation will focus on:This presentation will focus on:

Filing your papers in a manner to quickly and easily find your Filing your papers in a manner to quickly and easily find your research notes, photocopies, pictures, and much more. research notes, photocopies, pictures, and much more.

Long-term preservation. Long-term preservation.

Reducing needs for filing systems and cabinets.Reducing needs for filing systems and cabinets.

How to ensure you have backup copies of paper, all stored How to ensure you have backup copies of paper, all stored someplace that is safe.someplace that is safe.

Today’s ProblemToday’s Problem

Brief History of the Paperless Brief History of the Paperless WorkplaceWorkplace

The term "paperless office" was first mentioned in a The term "paperless office" was first mentioned in a 1975 Business Week article entitled, "The Office of 1975 Business Week article entitled, "The Office of the Future." It predicted “a digital workplace will all the Future." It predicted “a digital workplace will all but eliminate the need for paper.”but eliminate the need for paper.”

            1980’s - IBM develops desktop terminals that can access 1980’s - IBM develops desktop terminals that can access

large mainframe computers in the workplace.large mainframe computers in the workplace.

Mid 1990’s - Al Gore creates the Internet. Internet gives Mid 1990’s - Al Gore creates the Internet. Internet gives us access to large amounts information in the work us access to large amounts information in the work place. Internet based businesses spring up overnight.  place. Internet based businesses spring up overnight.  

Brief History of the Paperless Brief History of the Paperless WorkplaceWorkplace

Late 1990’s - The Dot Com Fallout. Late 1990’s - The Dot Com Fallout.

Early 2000s – paperless was often forgottenEarly 2000s – paperless was often forgotten

Computers generated more paper than we ever had Computers generated more paper than we ever had beforebefore

Today – Offices and consumers alike are often Today – Offices and consumers alike are often overloaded with “paper overload”overloaded with “paper overload”

TodayToday

Where is the paperless office? Where is the paperless office?

Where is the paperless home?Where is the paperless home?

TodayToday

TodayToday

Where is the paperless home?Where is the paperless home?

Genealogists are not immune!Genealogists are not immune!

We make notes, we create photocopies, and we We make notes, we create photocopies, and we purchase books.purchase books.

TodayToday

We quickly adopted the personal computer as it extends We quickly adopted the personal computer as it extends our research efforts further and faster than ever our research efforts further and faster than ever before. before.

So how did we use our new computers? To create more So how did we use our new computers? To create more paper!paper!

PaperPaper

Going paperless at home and at work is challenging at Going paperless at home and at work is challenging at first but the results are worth it. Once you convert to a first but the results are worth it. Once you convert to a paperless life, it is rather easy to maintain a home paperless life, it is rather easy to maintain a home without paper. without paper.

Of course, filing paper documents in a manner that Of course, filing paper documents in a manner that allows quick and easy retrieval is also a challenge. allows quick and easy retrieval is also a challenge.

We need to not only get rid of paper, but also get rid of We need to not only get rid of paper, but also get rid of complex filing systems!complex filing systems!

PaperPaper

Filing is important but RETRIEVAL IS CRITICAL!Filing is important but RETRIEVAL IS CRITICAL!

Most of today’s paperless filing and retrieval products Most of today’s paperless filing and retrieval products will look for words INSIDE the document…will look for words INSIDE the document…

Just like Google.Just like Google.

PaperPaper

Paper is easily destroyed by fire, water, mold, insects, Paper is easily destroyed by fire, water, mold, insects, hurricanes, tornados, and other problems. hurricanes, tornados, and other problems.

However, I suspect the most common loss of paper However, I suspect the most common loss of paper documents is caused by "I forget where I put that.”documents is caused by "I forget where I put that.”

Paper can be backed up and stored digitally off-site or Paper can be backed up and stored digitally off-site or in the cloud. If multiple copies are stored properly in in the cloud. If multiple copies are stored properly in different locations, fire, water, mold, insects, and different locations, fire, water, mold, insects, and other disasters will no longer be a problem.other disasters will no longer be a problem.

Unlike paper, digital images are easily Unlike paper, digital images are easily duplicated, stored in multiple locations for duplicated, stored in multiple locations for safety, and can be converted to new media safety, and can be converted to new media every few years with minimal effort and every few years with minimal effort and expense.expense.

Digitized images of paper documents can last Digitized images of paper documents can last forever!forever!

PaperlessPaperless

Given the benefits of digital documents, why not go Given the benefits of digital documents, why not go paperless? I suspect one reason is that many people paperless? I suspect one reason is that many people do not know how. do not know how.

A second reason is one of sheer volume: "I have A second reason is one of sheer volume: "I have thousands of pieces of paper, where I should I thousands of pieces of paper, where I should I begin?”begin?”

"The longest journey begins with a single step""The longest journey begins with a single step"

"The longest journey begins with a "The longest journey begins with a single step"single step"

Do not dive in and immediately try to digitize a huge Do not dive in and immediately try to digitize a huge backlog. Instead, you try going paperlite. backlog. Instead, you try going paperlite.

"Paperlite" is a term that means "REDUCING the "Paperlite" is a term that means "REDUCING the amount of paper, although perhaps not eliminating it amount of paper, although perhaps not eliminating it entirely. entirely.

"The biggest barrier to a paperless office may be the "The biggest barrier to a paperless office may be the very word paperless. Going paperless doesn't have to very word paperless. Going paperless doesn't have to be all or nothing to be effective.” - Joe Kissell of be all or nothing to be effective.” - Joe Kissell of MacworldMacworld

"The longest journey begins with a "The longest journey begins with a single step"single step"

Start with new paper received TODAY or to be received Start with new paper received TODAY or to be received in the future. in the future.

You can deal with the backlog at a future date, after you You can deal with the backlog at a future date, after you have established easy methods of going digital with have established easy methods of going digital with current documents. current documents.

Or you can do what I did: ignore the backlog.Or you can do what I did: ignore the backlog.

"The longest journey begins with a "The longest journey begins with a single step"single step"

““Do not try to quit paper cold turkey. Pick one specific Do not try to quit paper cold turkey. Pick one specific area where you will give up paper notes.” - Jill Duffy area where you will give up paper notes.” - Jill Duffy of PC Magazine in of PC Magazine in Get Organized: Adopting Get Organized: Adopting Paperless NotesPaperless Notes

Big ProblemsBig Problems

The mailman:The mailman:

Bank statementsBank statementsBillsBills

You:You:

Genealogy searchesGenealogy searchesEmail messagesEmail messagesWeb sitesWeb sitesPhotocopiesPhotocopies

SolutionsSolutions

Eliminate the mailman!Eliminate the mailman!

Sign up NOW for paperless billing. Those bills and statements Sign up NOW for paperless billing. Those bills and statements should arrive in email, not in old-fashioned snail mail. Go should arrive in email, not in old-fashioned snail mail. Go to each company's web site and sign up for paperless to each company's web site and sign up for paperless billing. Many companies refer to it as "going green.”billing. Many companies refer to it as "going green.”

Bills and statements that are received via email are easily Bills and statements that are received via email are easily saved on a hard drive and in the cloud.saved on a hard drive and in the cloud.

Make backups! Dropbox, Evernote, iCloud, Google Drive, Make backups! Dropbox, Evernote, iCloud, Google Drive, SpiderOak, Mega.nz, SugarSync, Tresorit, and dozens of SpiderOak, Mega.nz, SugarSync, Tresorit, and dozens of other programsother programs

SolutionsSolutions

Start paying bills online.Start paying bills online.

Paying bills online saves paper and postage. Just ask the Paying bills online saves paper and postage. Just ask the U.S. Social Security Administration. I believe they U.S. Social Security Administration. I believe they used to send more checks than anyone else. The used to send more checks than anyone else. The Treasury Department then stopped sending paper Treasury Department then stopped sending paper checks for Social Security, disability and other checks for Social Security, disability and other benefits in an effort to cut costs. The result also saves benefits in an effort to cut costs. The result also saves tons of paper, reduces fraud, and speeds up the tons of paper, reduces fraud, and speeds up the payments greatly.payments greatly.

Paying bills online also saves postage.Paying bills online also saves postage.

SolutionsSolutions

What about all those documents that come into your life What about all those documents that come into your life that are already in electronic form? that are already in electronic form?

Anytime you have the impulse to print something, Anytime you have the impulse to print something, simply create a PDF file.simply create a PDF file.

Print to PDF: Anything you might want to print—Print to PDF: Anything you might want to print—whether it’s a receipt, document, email, or web pagewhether it’s a receipt, document, email, or web page—can be printed to a PDF file.—can be printed to a PDF file.

SolutionsSolutions

All Macintosh and Windows 10 systems include “print to PDF” All Macintosh and Windows 10 systems include “print to PDF” capabilities.capabilities.

Earlier versions of Windows as well as Android, Apple Earlier versions of Windows as well as Android, Apple iOS, and other computers may add iOS, and other computers may add “Print to PDF” “Print to PDF” capabilities by installing third-party software. The software capabilities by installing third-party software. The software often is FREE of charge.often is FREE of charge.

““Print to PDF” saves paper, saves storage space, and Print to PDF” saves paper, saves storage space, and reduces expenses.reduces expenses.

SolutionsSolutionsWhen at a library, don’t photocopy!When at a library, don’t photocopy!

Many libraries now have direct microfilm or microfiche-to-Many libraries now have direct microfilm or microfiche-to-flash drive copiers. The devices at the Family History flash drive copiers. The devices at the Family History Library in Salt Lake City and a few other libraries will do Library in Salt Lake City and a few other libraries will do that plus they also will send a digital image to any email that plus they also will send a digital image to any email address you specify. address you specify.

If the library doesn’t have that capability, make a If the library doesn’t have that capability, make a photocopy, take it home, and digitize it. Then throw the photocopy, take it home, and digitize it. Then throw the paper away!paper away!

Or use my favorite scanner: the camera in my cell phone!Or use my favorite scanner: the camera in my cell phone!

SolutionsSolutions

What do you do for incoming postal mail or for receipts made by What do you do for incoming postal mail or for receipts made by a cash register at a local store? a cash register at a local store?

Digitize those documents and then throw the originals away!Digitize those documents and then throw the originals away!

Buy a scanner or…Buy a scanner or…

Use my favorite scanner: the camera in my cell phone!Use my favorite scanner: the camera in my cell phone!

Desktop ScannerDesktop Scanner

Flip-Pal ScannerFlip-Pal Scanner

Magic Wand ScannerMagic Wand Scanner

Sheet Feed ScannerSheet Feed Scanner

My Most Useful ScannerMy Most Useful Scanner

My Most Useful ScannerMy Most Useful Scanner

A few exceptions are noted:A few exceptions are noted:

Driver’s licenseDriver’s license

PassportPassport

Automobile titleAutomobile title

Grandchildren’s art workGrandchildren’s art work

Scan these immediately and save the digital images for backup Scan these immediately and save the digital images for backup purposes. However, don't throw the originals away!purposes. However, don't throw the originals away!

SolutionsSolutions

Save the files forever! Save the files forever!

Like paper, digital files are subject to fire, flood, and other Like paper, digital files are subject to fire, flood, and other disasters. A major hard drive crash also could wipe out disasters. A major hard drive crash also could wipe out everything you decided was important enough to keep.everything you decided was important enough to keep.

Make copies but never only one copy!Make copies but never only one copy!

Copy to a local hard drive, a flash drive, Google Drive, iCloud, Copy to a local hard drive, a flash drive, Google Drive, iCloud, Dropbox, Evernote, or whatever methods you prefer. Dropbox, Evernote, or whatever methods you prefer.

L.O.C.K.S.S. – Lots Of Copies Keeps Stuff SafeL.O.C.K.S.S. – Lots Of Copies Keeps Stuff Safe

SolutionsSolutions

Save digital copies of photographsSave digital copies of photographs

Even if you don’t plan to throw away the originals!Even if you don’t plan to throw away the originals!

The digital images are backups in case of fire, floods, tornados, The digital images are backups in case of fire, floods, tornados, or burst water pipes.or burst water pipes.

Digital copies also easy to give or email to relatives!Digital copies also easy to give or email to relatives!

You do need to invent a (simple) filing system for You do need to invent a (simple) filing system for photographs.photographs.

RetrievalRetrieval

Dozens of instant search and retrieval methods are available, Dozens of instant search and retrieval methods are available, including:including:

Evernote, Google Drive’s web interface, Macintosh Spotlight, Evernote, Google Drive’s web interface, Macintosh Spotlight, Windows Search, and many more.Windows Search, and many more.

You can even retrieve anything with your “smartphone” at any You can even retrieve anything with your “smartphone” at any time, wherever you are.time, wherever you are.

You can also use the “smartphone” to send the document(s) to You can also use the “smartphone” to send the document(s) to anyone via email.anyone via email.

When you need to deliver copies to When you need to deliver copies to othersothers

Use email or file sharing whenever possible.Use email or file sharing whenever possible.

Don’t print!Don’t print!

SolutionsSolutions

Given the benefits of digital documents, why not go Given the benefits of digital documents, why not go paperless or at least paperlite?paperless or at least paperlite?

You may not be able to achieve a completely paperless You may not be able to achieve a completely paperless life, but that doesn’t mean the paperless office is a life, but that doesn’t mean the paperless office is a myth or failure. Paperlite still provides benefits.myth or failure. Paperlite still provides benefits.

If you take nothing else away from this presentation, If you take nothing else away from this presentation, remember that going paperlite is not an all-or-nothing remember that going paperlite is not an all-or-nothing proposition. “The important thing is to start.”proposition. “The important thing is to start.”

SolutionsSolutions

““Being paperless means you’re not only Being paperless means you’re not only doing good for the environment but you doing good for the environment but you are enabling yourself to live on your own are enabling yourself to live on your own terms, accessing ‘paper’ from anywhere in terms, accessing ‘paper’ from anywhere in the world, automating its handling and the world, automating its handling and outsourcing it to those better suited to deal outsourcing it to those better suited to deal with it so you can focus on the things you with it so you can focus on the things you really want.”really want.”

Ari Meisel of LessDoing.comAri Meisel of LessDoing.com

Convert this:Convert this:

Into This:Into This:

Yes Virginia………Yes Virginia………

…………There really is such a thing as paperless.There really is such a thing as paperless.

Today’s slides may be found at:Today’s slides may be found at:

http://www.eogn.com/handouts/paperlesshttp://www.eogn.com/handouts/paperless